Posting Title: Archives Assistant
(4 Positions), G5
Job Code Title: Archives
Assistant
Organization: United Nations Regional
Service Centre at Entebbe (UN RSCE)
Duty Station: Entebbe, Uganda
Posting Period: 28 September 2023
- 27 October 2023
Job Opening Number: 23-Documentation
and Information -RSCE-217275-R-Entebbe (R)
Staffing Exercise: N/A
United Nations Core Values: Integrity, Professionalism,
Respect for Diversity
Org. Setting and Reporting
The Department of Operational Support (DOS) was established
to provide end-to-end operational support, advisory services, and other
solutions to operating entities across the Secretariat, including departments,
offices away from headquarters, peace operations, and regional commissions.
The Regional Service Centre in Entebbe, Uganda (RSCE), was established in July
2010, following the adoption of General Assembly resolution 64/269. The Centre
provides efficient, client-oriented and scalable services with the goal of
moving transactional, non-location-dependent administrative functions to the
Centre from its client entities. This includes transactional elements of human
resources, finance, multimodal movement and control, personnel and cargo
transport and information and communications technology (ICT) support. In
addition to these services, the Office of the Director RSCE and support offices
through the Deputy Director RSCE provides overall guidance on the operations of
the RSCE including strategic planning, communication, budgeting, human
resources management, property management, quality assurance and business
intelligence, conference services, record keeping and archive management, and
audit response and risk management.
For more information, please visit https://rsce.unmissions.org.
This position is in the Archives and Records Management Unit (ARMU) of the
Regional Service Centre in Entebbe (RSCE). The Archives Assistant will report
to the Information Management Assistant who oversees the Archives and Records
Management Unit.
Responsibilities
Within delegated authority, the Archives Assistant will be
responsible for the following duties:
Archives and Records Management:
- Provides advisory services on record-keeping practices, including needs and
business process analysis.
- Assists in the digitization of records and documents.
- Conducts end-user training relating to the electronic document and records
management system at RSCE.
- Registers incoming and outgoing records in electronic record keeping system.
- Maintains paper-based and electronic central file system by creating new
folders, applying disposition instructions and tracking file circulation.
- Participates in records management projects in RSCE, assembles records and
creates electronic file lists in preparation for records transfer and arranges
for their transportation from offices to storage facilities.
- Ensures the custody of the ARMU repository by maintaining it in a good order,
monitoring the use of space.
- Participates in the Transfer of Official Status Files to HRSD Registry in New
York
- Assists in accessioning, disposition, description, and database updating
activities.
- Performs clearinghouse functions concerning maintenance of accession,
disposal, and location elements of the
RSCE database.
- Supports disposition operations by liaising with records-originating offices
on transfer procedures and documentation; and analyses retention schedules and
precedents in support of disposition decisions.
- Creates and maintains manual accession records and provides information to
other Unit staff in support of reference and archival arrangement and
description activities.
- Oversees internal records retrieval, loan, reproduction, and staff clearance
operations.
- Supports external reference services by drafting routine responses to
enquiries, including records reproduction transmittals, for approval of Unit
Chief.
- Participates in maintaining the Unit's database.
Documents management:
- Assist clients offices with searches for records.
- Provides documents delivery services as required.
General:
- Conduct basic research as requested by more senior staff.
- Provides relevant technical support to users of information services.
- Provides administrative support for the Unit supervisor and undertakes duties
as assigned.
Competencies
Professionalism: Knowledge of archives/records management or
registry work. Shows pride in work and in achievements. Demonstrates
professional competence and mastery of subject matter. Is conscientious and
efficient in meeting commitments, observing deadlines and achieving results. Is
motivated by professional rather than personal concerns. Shows persistence when
faced with difficult problems or challenges; remains calm in stressful
situations. Takes responsibility for incorporating gender perspectives and
ensuring the equal participation of women and men in all areas of work.
Client orientation: Considers all those to whom services are provided to be
“clients” and seeks to see things from clients’ point of view. Establishes and
maintains productive partnerships with clients by gaining their trust and
respect. Identifies clients’ needs and matches them to appropriate solutions.
Monitors ongoing developments inside and outside the clients’ environment to
keep informed and anticipate problems. Keeps clients informed of progress or
setbacks in projects. Meets timeline for delivery of products or services to
client.
Teamwork: Works collaboratively with colleagues to achieve organizational
goals. Solicits input by genuinely valuing others’ ideas and expertise; is
willing to learn from others. Places team agenda before personal agenda.
Supports and acts in accordance with final group decision, even when such
decisions may not entirely reflect own position. Shares credit for team
accomplishments and accepts joint responsibility for team shortcomings.
Education
High school diploma or equivalent is required.
Work Experience
A minimum of Five (5) years of experience in archives and
records management or related area is required, of which one (1) year of
experience with archives management system, content management system, or
electronic records management system. The minimum year of relevant experience
is reduced to three (3) for candidates who possess a first level degree or
higher.
Experience within the United Nations common system or similar international
organization or non-governmental organization is desirable.
Experience working in a shared service centre or similar setup is desirable.
A Diploma or post-Secondary training in Archives and Records Management or a
related Information Management field is desirable.
Languages
English and French are the working languages of the United
Nations Secretariat. For the position(s) advertised, fluency in English is
required. Knowledge of another official United Nations language is an
advantage.
Assessment
Evaluation of qualified candidates may include an assessment
exercise which may be followed by competency-based interview.
Special Notice
This post is funded for an initial period of one year and
may be subject to extension.
Staff Members are subject to the authority of the Secretary-General and to
assignment by him or her. In this context, all Staff are expected to move
periodically to new functions in their careers in accordance with established
rules and procedures.
The United Nations Secretariat is committed to achieving 50/50 gender balance
and geographical diversity in its staff. Female candidates are strongly
encouraged to apply for this position.
An impeccable record for integrity and professional ethical standards is
essential.
This position is subject to local recruitment pursuant to staff rule 4.4 of the
United Nations Staff Rules. Applicants for positions in the General Service and
related categories must be authorized to work for the United Nations in the
duty station where the position is located. Eligible applicants selected from
outside the duty station are responsible for any expenses in connection with
their relocation to the duty station. Staff members subject to local
recruitment are not eligible for allowances or benefits exclusively applicable
to international recruitment.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the
United Nations, the paramount consideration in the employment of the staff is
the necessity of securing the highest standards of efficiency, competence, and
integrity. Candidates will not be considered for employment with the United
Nations if they have committed violations of international human rights law,
violations of international humanitarian law, sexual exploitation, sexual
abuse, or sexual harassment, or if there are reasonable grounds to believe that
they have been involved in the commission of any of these acts. The term
“sexual exploitation” means any actual or attempted abuse of a position of
vulnerability, differential power, or trust, for sexual purposes, including,
but not limited to, profiting monetarily, socially or politically from the
sexual exploitation of another. The term “sexual abuse” means the actual or
threatened physical intrusion of a sexual nature, whether by force or under
unequal or coercive conditions. The term “sexual harassment” means any
unwelcome conduct of a sexual nature that might reasonably be expected or be
perceived to cause offence or humiliation, when such conduct interferes with
work, is made a condition of employment or creates an intimidating, hostile or
offensive work environment, and when the gravity of the conduct warrants the
termination of the perpetrator’s working relationship. Candidates who have
committed crimes other than minor traffic offences may not be considered for
employment.
Due regard will be paid to the importance of recruiting the staff on as wide a
geographical basis as possible. The United Nations places no restrictions on
the eligibility of men and women to participate in any capacity and under
conditions of equality in its principal and subsidiary organs. The United
Nations Secretariat is a non-smoking environment.
Reasonable accommodation may be provided to applicants with disabilities upon
request, to support their participation in the recruitment process.
The paramount consideration in the appointment, transfer, or promotion of staff
shall be the necessity of securing the highest standards of efficiency,
competence, and integrity. By accepting an offer of appointment, United Nations
staff members are subject to the authority of the Secretary-General and
assignment by him or her to any activities or offices of the United Nations in
accordance with staff regulation 1.2 (c). In this context, all internationally
recruited staff members shall be required to move periodically to discharge new
functions within or across duty stations under conditions established by the
Secretary-General.
Applicants are urged to follow carefully all instructions available in the
online recruitment platform, inspira. For more detailed guidance, applicants
may refer to the Manual for the Applicant, which can be accessed by clicking on
“Manuals” hyper-link on the upper right side of the inspira account-holder
homepage.
The evaluation of applicants will be conducted on the basis of the information
submitted in the application according to the evaluation criteria of the job
opening and the applicable internal legislations of the United Nations
including the Charter of the United Nations, resolutions of the General
Assembly, the Staff Regulations and Rules, administrative issuances and
guidelines. Applicants must provide complete and accurate information
pertaining to their personal profile and qualifications according to the
instructions provided in inspira to be considered for the current job opening.
No amendment, addition, deletion, revision or modification shall be made to
applications that have been submitted. Candidates under serious consideration
for selection will be subject to reference checks to verify the information
provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m.
(New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE
RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).
THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK
ACCOUNTS.
